Senior Executive Secretary, Engineering

Description

About the Role

Senior Executive Secretary supports the Chief Engineer/Director Engineering within the Office of the Chief Engineer. Responsible for a wide variety of confidential administrative and secretarial duties. Located at 4 WTC, 150 Greenwich St., 19th Floor, New York, NY 10007.

Responsibilities:

• Responsibilities including, but not limited to; direct assistance on managing correspondence including preparing, distributing, reviewing and editing all material for signature.

• Reviewing and prioritizing incoming correspondence for approval via SharePoint

• Overall coordination/management of meetings, conflicts and calendars using Outlook involving Port Authority executives and senior executives of various agencies and organizations.

• Placing, screening and referring telephone calls to appropriate executives and/or staff for expeditious handling.

• Prepare Building Access requests for visitors to department.

• Managing and maintaining an extensive electronic filing and follow-up system; answering general inquiries.

• Handle all aspects of Chief Engineer's travel plans to conferences, seminars, presentation and waiver approvals; maintain history of travel and costs including preparing expense documents such as Petty Cash, expense account and Voucher Checks using SAP and SAP Travel.

• Processing invoices and service requests for payment in SAP

• Assemble and distribution of department Weekly Highlights report to Executive Director

• Maintain and process requests related to membership, vehicle maintenance, mileage, EZ pass, PA Applause, Outside Employment, Scholarship Programs; prepare agenda for monthly Division Manager's meeting.

• Provide guidance to staff on various matters and procedures; travel arrangements (via ADTRAV), performing other related duties as assigned.

• Provide back-up to Assistant to Deputy Chief Engineer as needed, act as secondary back-up for all Travel requests, and provide coverage in absences, as well as special assignments as requested.

Additional Information

· In accordance with Port Authority policy, this position permits employees to work remotely a maximum of one day per week, subject to operational and business needs.

§ Working business hours, Monday - Friday

Minimum Qualifications

• Associate Degree from an accredited college or university or equivalent credits from an accredited technical school;

• In lieu of education, 4 years of progressively responsible experience

• Minimum two years' experience as an Executive Secretary, Administrative Assistant, or equivalent

DESIRED QUALIFICATIONS:

• Extensive Knowledge of or ability to learn Port Authority organizational structure, policies and procedures

• Excellent administrative skills including thorough follow-up procedures and resolution skills

• Experience using PeopleSoft, SAP and SAP Travel Management, Microsoft Word, Excel, Livelink, SharePoint and PowerPoint

• Proficiency with Microsoft applications: Outlook, Word, Excel, and Power Point

• Knowledge of or ability to learn PA administrative and timekeeping policies and procedures.

• Self-starter with demonstrated ability to initiate activities and projects with little or no supervision, demonstrated analytical and problem-solving skills

• Demonstrated ability to interact effectively with internal and external staff at all levels

• Demonstrated ability to prioritize assignments and handle multiple tasks simultaneously, organize a demanding workload and manage multiple tasks within tight timeframes and meeting deadlines

• Demonstrated ability to be flexible, use initiative and independent judgment

• Demonstrated interpersonal, analytical and problem-solving skills

• Demonstrate ability to write, proofread, and edit correspondence for executive management's signature and use electronic workflows

• Demonstrate excellent written and oral communication skills

• Demonstrate strong customer service skills.

Selection Process

The application process varies by position but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.

Compensation & Benefits

The Port Authority of New York and New Jersey offers a competitive benefits package, hybrid work options for many positions, and a professional environment that supports development and recognizes achievement.

Click here for more information about benefits, our culture, and career development opportunities.

The Port Authority of New York and New Jersey anticipates that the actual salary offered to a successful candidate will depend on aspects such as experience, knowledge, skills, abilities, and internal factors. The expected compensation range for this role is:

Minimum: $73,658 Midpoint: $95,742 Maximum: $117,832

REQNUMBER: 64430